February 28, 2008

TRAINING

               UDOT                

Contractor PC

USERTrust Vault

World Wide Web

UDOT Electronic Bid System Flow Chart

BID OPENINGINFORMATION TABLE

WEBSITE

Follow“Download

Instructions”to install the EBS Program on your

Computer.

After downloading the UDOT EBS Program the

UDOT EBS Icon is added to your desktop.

Click the icon to run the program.

Follow“Download

Instructions”to update DBE

Directory File on your Computer.

Date for last time

modified.

Must have current

DBE Directory File when bidding

Click to viewUDOT DBE

Directory

UDOT DBE Directory Click “Table of Contents” for a list of

approved DBE subcontractors.

Follow“Digital

Certificate Instructions” to apply for a

digital certificate

and access to UserTrust

vault.

Enter the name of person signing the bid electronically.

Enter the e-mail address for the

person submitting the bid to the

UserTrust vault.

NOTE: The person responsible for signing the

bid and the person responsible for submitting the bid do not have to be

the same person.

WHEN YOU SUBMIT BID

ANNUALREGISTRATION

PROCESS

ANNUAL REGISTRATION

IF YOU DO NOT HAVE

UDOT ‘USER ID’ AND

‘PASSWORD’.

DBE’S REGISTER WITH UDOT

CIVIL RIGHTS OFFICE.

COMPLETE ALL REQUIRED

INFORMATION AND CLICK ‘SUBMIT’.

3648

********

ENTER ‘USER ID’ AND ‘PASSWORD’.

CONFIRM COMPANY PROFILE

INFORMATION AND CLICK ‘CONTINUE’ .

OPTIONS:“Change My Password”

&“Change Company Information”

1999 ENTER ‘YEAR COMPANY WAS

ESTABLISHED’ AND ‘ANNUAL GROSS

RECEIPTS’.

CHECK ALL APPLICIABLE ‘WORK

CLASSIFICATIONS’ AND CLICK ‘SUBMIT’.

SUPPORT PAGE

Recommended

Receive E-mail Notifications

for EBS.

PROJECT BID INFORMATION

“Bid Date” and “Project DBE Goal” can be edited when you receive an Addendum instructing you to make the change.

BUILD DBECOMMITMENTFEDERAL PROJECTS

1. Check the box for the committed DBE and then check the appliciable committed items.

2. Indicate “Partial/Complete for each committed item and enter the total dollar amount committed for each item.

3. View and Print the DBE Commitment Report.

4. ONLY REQUIRED BY APPARENT LOW BIDDER AFTER BID OPENING.Prints DBE Confirmation letters for each committed DBE. Must be signed by the DBE and faxed to the UDOT Civil Rights Office before project is Awarded.

GOOD FAITH EFFORTAND

INTEND TO SUBLETFEDERAL PROJECTS

Example: DBE Goal ‘>0’ & Unable to meet Goal.

Example: DBE Goal ‘0’ & Intend to Sublet Work.

Step 1. Select appropriate Group ID for items quoted.

Step 1a. After selecting to appropriate Group ID, highlight the items quoted for the group and click ‘Select’.

Selected Items are added to this window.

“Save” after selecting.

Step 2. Select DBE’s contacted for quotes, indicate how they were contacted, date contacted and the contact results by clicking on dropdowns. Comment is optional.

Step 3. Add NON-DBE subcontractors providing quotes if they are not listed in Step 4. Assign Items.

Step 4. Assign Group ID to DBE and Non-DBE subcontractors providing quotes.

1. Highlight applicable DBE/Non DBE subcontractor.

2. Highlight applicable Group Id/ and click “Select”

“Save” after each “Select’.

Step 5. Enter dollar amounts for each item quoted by DBE/Non DBE subcontractors. Indicate if item was quoted as Partial or Complete by clicking on dropdown.

“Save” after entering quotes for each DBE/ Non-DBE.

250,000.00

Step 6. View and Print “Comparison” report for DBE/Non DBE quotes. Report will be submitted with your bid package.

Click on dropdown if you created multiple Group ID’s.

Step 6. View and Print “Contact List” for DBE/Non DBE contacted for quotes. Report will be submitted with your bid package.

BIDDERSLIST

FIRST TIME YOU CLICK ‘BIDDERS

LIST’

YOU MUST LOAD THE “SUBONTRACTORS”

LOADINGSUBCONTRACTORS FILE

CLICK “BID OPENING INFO”

ICON.

RIGHT MOUSE CLICK “EBS

SUBCONTRACTOR FILE” AND SELECT

“SAVE TARGET AS….”

SAVE IN C:\EBS/DOWNLOAD

FOLDER

Wait for “Download Complete” and click

“Close”.

1. OPEN EBS, CLICK ‘BIDDERS LIST’ AND

SELECT “LOAD SUBCONTRACTORS”

2. SELECT “CMPNYDAT.TXT FILE FROM THE C:\EBS / DOWNLOAD” FOLDER AND CLICK “OPEN”.

WAIT FOR MESSAGE AND

CLICK ‘OK’.

ADDINGSUBCONTRACTORS

CLICK ‘BIDDERS LIST’ AND SELECT ‘ADD

SUBCONTRACTOR’ .

CLICK ‘ADD’, COMPLETE THE

REQUIRED INFORMATION AND

CLICK ‘SAVE’ .

‘ADDED SUBCONTRACTORS’ NAME WILL APPEAR IN

‘SUBCONTRACTORS’ LIST .

COMPLETINGBIDDERS LIST

1. CLICK BOX RIGHT OF

“SUBCONTRACTORS” NAME WHO

SUBMITTED A BID/QUOTE.

2. CLICK BOX RIGHT OF APPLICABLE “PROJECT ITEM

DESCRIPTION(S)”

3. COMPILED “BIDDERS LIST”

REPORT

NOTE: “REG” “ANNUAL CONTRACTOR/SUBCONTRACTOR REGISTRATION” IS CURRENT.

4. CLICK DROPDOWN TO INDICATE “COMPLETE”, “ PARTIAL SERVICE” OR “PARTIAL SUPPLY”.

OPTION: CLICK, ‘MOVE PROJECT’ TO MOVE ‘BIDDERS LIST’ FROM ONE PC TO ANOTHER.

x

TIME ANDLANE RENTAL

EXAMPLE

SPECIAL PROVISION FOR “LANE RENTAL”

COMPLETE LANE RENTAL

TABLE

OPEN EBS

ENTER QUANTITIES

FROM SPECIAL

PROVISION TABLE.

CHECK SUBTOTAL

WITH SPECIAL

PROVISION TOTAL.

MULTIPLE TIME SEGMENTS

TABLE

EXAMPLE

SPECIAL PROVISION FOR

“BIDDING CONTRACT

TIME”.

EBS EXAMPLE

BIDDING CONTRACTOR

ENTERS NUMBER OF

CALENDAR DAYS

EXAMPLE

BIDDING METHOD A+B

SPECIAL PROVISION

NOTE“A” AND “B” ARE

SUBTOTALED SEPARATELY

EBS EXAMPLE

BIDDING CONTRACTOR

ENTERS NUMBER OF

CALENDAR DAYS

PROGRAM VERSION #AND

BID ITEM VERSION #

EBS PROGRAMVERSION #

BID ITEMVERSION #

NOTE: ‘BID ITEM VERSION #’ WILL BE CHANGED WITH AN ADDENDUM IF THE BID ITEMS ARE MODIFIED (i.e. deleted or added items, item quantity change, etc.)

EBS WEB LINKS

OPENS ‘BID OPENING INFORMATION

TABLE’

OPENS ‘UNOFFICIAL BID RESULTS’

OPENS ‘UserTrust VAULT’

NOTE: NEED UserTrust CERTIFICATE TO ACCESS THE VAULT.

‘UserTrust VAULT’ FOR CERTIFICATE.

EBSHELP

EBSPOWERPOINT

TRAINING

DOWNLOADEBS VERSION 5.01

POWERPOINTPRESENTATION

ADDENDUMS

UDOT Addendums must be acknowledged and documented or your bid will be declared Non-Responsive.

Click ‘Add Addendum’ enter initials and click

‘Save’.

CONTRACTORPROFILE

Required before you can prepare and submit bids.

Contact UDOT for ‘Contractor ID’.

STATUS OF

WORK

Required for projects >$500,000 and bidder is not prequalified by UDOT as ‘Unlimited’.

Click ‘Insert Row’ and document all uncompleted work for your company. Information is saved from bid to bid and can be updated.

TRANSMITBID

Click to transmit bid. Also, can be use to view/edit required bid documents.

Required documents will be highlighted depending on type of project (Federal or State).

Click “View” to view the selected document.

Click “Edit” to edit the selected document.

Complete edit and return to ‘Transmit Bid’.

Enter ‘Bond Authorization Code’

Bond Authorization Code is submit with bid package.

‘Proposal Guaranty’ can be submitted in lieu of a Bid Bond.

Enter ‘Certified Check #’ or ‘Cashier’s Check #’.NOTE: Check must be equal to 5% of the total amount of your bid.

Check ‘Alternate #1”

or‘Alternate #2

X

Click“Proposal Guaranty”

Click “Print Forms” and review bid submittal documents before transmitting bid.

Click“Transmit Bid”

to submit bid to UserTrust Vault.

Enter‘Bond Authorization Code’

or‘Proposal Guaranty’.

Click‘Transmit Bid’

Click “Save” to save bid package to diskette.

Possible warning messages after clicking ‘Save’.

‘Blaine Bailey Construction Company’

Vault opens for certificate holder.

E-mail notification for bid submitted prior to bid opening date and time.

E-mail notification for bid submitted after bid opening date and time.

‘View History’ enables you to view the number bids you submitted to the vault for the selected project.

NOTE:Last bid submitted prior to bid opening date and time is the bid UDOT will receive from the UserTrust Vault for bid opening.

MOVEBID

INFORMATION

‘Move Project’ allows multiple users to work different parts of the bid package and then move all the parts

to the target PC used to submit the bid.

Check what you want to move and click ‘Save’

SAVE TO DISKETTE

Click, “Load New Project/Addendum’

Changes are loaded into target

bid package.

BIDOPENINGPROCESS

Downloaded2:00 P.M.

UDOT downloads bids form the UserTrust Vault at the time specified for opening of bids.

Bids Opened2:30 P.M.

Bids are listed in order of the lowest bid first.

If lowest bid is not 10% over the Engineer’s Estimate, bid

results are published to UDOT’s ‘Unofficial Bid

Results’ website.

View unofficial bid results.

View unit prices submitted by apparent low bidder.

Web message for bids 10% over Engineer’s Estimate.

Web message if you try to view bids before they opened. Click ‘Refresh’ and try again later.

All submitted bids are uploaded to an abstract.

When the Bid Abstract is reviewed and approved by UDOT, the abstract is published to UDOT’s website.

Used to view and compare all submitted bid prices with the Engineer’s Estimate.

Thank you.

Training